request for information (rfi) for a club management system

REQUEST FOR INFORMATION (RFI) FOR A

CLUB MANAGEMENT SYSTEM

Use of this RFI: This document was developed as a joint effort between CMAA and HFTP as a reference tool and guideline for clubs to use in developing requests for information. You and your club are permitted to copy and use this document as is or with modifications without further permission being necessary from CMAA or HFTP with the understanding that it is being used as a tool in evaluating club management systems. Disclaimer: The materials contained herein are the opinions of the authors under copyright. Nothing in this publication shall constitute an endorsement by the authors or Club Managers Association of America (CMAA) or Hospitality Financial & Technology Professionals (HFTP) of any information, opinion, procedure, or product mentioned. The authors, CMAA, and HFTP disclaim any liability with respect to the use of any such information, procedure, product, or reliance thereon. Neither the authors, CMAA, nor HFTP make or recommend industry standards. Neither do the authors, CMAA, nor HFTP recommend or certify any club management systems. Nothing contained in these materials shall be construed as a recommendation by the authors, CMAA, or HFTP to be adopted, or binding upon, any member of the hospitality industry or any user of this RFI. As such, no information exchanged among clubs, individuals, and vendor organizations is reviewed, rated, or otherwise audited by the authors, CMAA, or HFTP. It should be noted by inquiring clubs that the RFI template lists hundreds of prompts designed to help clubs in their decision making processes in selecting club management systems. The prompts were identified by various constituencies—club managers, club financial and technical professionals, software and hardware vendors, as well as others—as being helpful in including in the process. However, it is almost certain that no one system will contain 100 percent of all of the items on the list. Again, the RFI was designed as a template to help create a dialog between buyers and sellers in selecting club management systems. Fundamental assumption: This Request for Information (RFI) document was created from the perspective of an all-inclusive club to anticipate as many operating elements as possible. Where elements and or sections are not applicable to your club, simply eliminate them from the RFI or indicate N/A for not applicable. Similarly, if your club has operating areas not covered by this RFI, they should be added in order to help ensure completeness of information when vendors respond to your request. The RFI template begins on the next page of this document.

Request for Information

Insert Your Club Name Here 2

Begin Template Here

Insert Your Club Name Here

REQUEST FOR INFORMATION (RFI) FOR A

CLUB MANAGEMENT SYSTEM

This document was developed as a joint effort between CMAA and HFTP as a reference tool and guideline for clubs to use in developing requests for information

Insert date here

Table of Contents BEGIN TEMPLATE HERE..................................................................................................................2 I. INTRODUCTION.......................................................................................................................3

A. Background ..............................................................................................................................3 B. Purpose of the RFI....................................................................................................................3

Schedule of Activities .................................................................................................................4 C. Present and Planned Inventory..................................................................................................5

Hardware ....................................................................................................................................5 Overview of Current Processes. ..................................................................................................6 General Ledger/Budgetary ..........................................................................................................6 Inventory ....................................................................................................................................6 Purchasing/Accounts Payable .....................................................................................................6 Member Billing/Accounts Receivable .........................................................................................6 Payroll/Personnel ........................................................................................................................7 Fixed Assets................................................................................................................................7 Sales Analysis And Ad Hoc Statistical Reporting........................................................................7

Point of Sale............................................................................................................................7 Food and Beverage Cost Accounting.......................................................................................7 Facility Reservations...............................................................................................................7 Maintenance Scheduling .........................................................................................................7 IRS/Outside Sales Reporting ...................................................................................................7 Golf & Tennis Pro Applications ..............................................................................................7

II. INFORMATION CONDITIONS ...............................................................................................9 A. Information Due Date and Addressee........................................................................................9 B. Information Format...................................................................................................................9 C. Terms and Conditions.............................................................................................................10

III. VENDOR INFORMATION .....................................................................................................11 IV. GENERAL AND TECHNICAL REQUIREMENTS ..............................................................12

A. General...................................................................................................................................12 B. Hardware/Network .................................................................................................................12 C. System Software.....................................................................................................................13 D. Reporting Requirements .........................................................................................................13 E. History Maintenance...............................................................................................................13 F. Security ..................................................................................................................................13

V. APPLICATION REQUIREMENTS ........................................................................................15 A. Applications Overview ...........................................................................................................15 B. Application Area Requirements ..............................................................................................16

Member Records ..................................................................................................................16 General Ledger/Budgeting....................................................................................................17 Member Billing/Accounts Receivable ..................................................................................20 Accounts Payable .................................................................................................................22 Fixed Assets -.......................................................................................................................24 Point-of-Sale ........................................................................................................................26 Food and Beverage Cost Accounting -..................................................................................27 Recipes.................................................................................................................................28 Banquet Management -.........................................................................................................28 Purchasing - .........................................................................................................................29 Inventory..............................................................................................................................30



Human Resources - ..............................................................................................................32 Payroll..................................................................................................................................35 Golf Pro Shop ......................................................................................................................37 Tennis Pro Shop ...................................................................................................................39 Fitness Center.......................................................................................................................41 Locker Management.............................................................................................................41 Golf Course Maintenance .....................................................................................................42 Management Information .....................................................................................................42

VI. CUSTOMER SERVICE AND SUPPORT ...............................................................................44 VII. INVESTMENT CONSIDERATIONS......................................................................................46 VIII. REFERENCES..........................................................................................................................47



Note to clubs: This Request for Information (RFI) document was developed as a joint effort between CMAA and HFTP as a reference tool and guideline for clubs to use in developing requests for information from vendors. It was created from the perspective of an all-inclusive club to anticipate as many operating elements as possible. Where elements and or sections are not applicable to your club, simply eliminate them from the RFI or indicate N/A for not applicable. Similarly, if your club has operating areas not covered by this RFI, they should be added in order to help ensure completeness of information when vendors respond to your request.

I. INTRODUCTION

A. Background

Insert background information about the club.

Items to include: club name, address, phone, fax, e-mail, type of club, close major city if rural, number of members by class/type, description of all facilities, whether generally a single location (clubhouse with surrounding buildings) or other (city, town, beach, country locations, etc.), number of employees, how often they are paid, whether the club presently uses a POS system, and if so, what general set-up the club presently uses. Additionally, please provide information as to what activities are offered at the club, what types of lessons are offered and how they are paid, how the ownership of the pro shop(s) is set, and the approximate number of items in inventory.

State approximately how many member transactions per month in using the club facilities.

B. Purpose of the RFI

The purpose of this request for information is to provide a starting point for the club in beginning a relationship with vendors which have the capability to provide hardware and software as described in this document. Requested areas include centralized processing, point-of-sale terminal interfaces, and application software as follows:

• General Ledger/Budgeting • Member Billing/Accounts Receivable • Purchasing/Accounts Payable • Inventory Control • Fixed Assets • Membership Services ∗ Membership tracking/utilization

• Point-of-Sale Order Entry (restaurant and retail) • Food and Beverage • Banquet Management • Human Resource/Payroll • Golf Shop ∗ Tee reservations ∗ Lessons and other personal services

• Tennis Shop ∗ Court reservations



∗ Lessons and other personal services • Fitness Center ∗ Reservations ∗ Training and other personal services

• Locker Room • Sales Analysis and Ad Hoc Statistical Reporting • Food and Beverage Cost Accounting • Lodging • Property Management • Website/Internet Services

The information contained in the following sections is intended to provide the data necessary to

prepare and submit proposals. All organizations may not be capable of satisfying all requirements, however; we encourage responses in those areas in which a vendor is capable. If vendors cannot provide the applications described, please recommend alternative vendors who do provide these services, preferably ones with whom they have worked with previously and would recommend. Each vendor should determine its optimal hardware and software solution to meet the stated needs. Schedule of Activities

The following schedule outlines the approximate time frame of the activities that will be followed to assist in the selection of the vendor(s). The schedule, except for the deadline for receiving proposals, is subject to change.

1. Issue RFI date Insert date here

2. Proposal due date Insert date here 3. On-site demo period (selected vendors) Insert date here

4. Final selection Insert date here 5. Implementation commencement Insert date here



C. Present and Planned Inventory

Hardware

Describe the club’s network here: Please provide information as to approximate numbers of users, such as back office, POS, Retail, and Members, etc. Ultimately, you are trying to give the vendor(s) an idea of the number and types of users.

The current and additional planned hardware are as follows:

Equipment List Current Inventory

Planned Inventory

Remote access server & printer Applications server & printer Accounting (back office) Food & Beverage POS Touch screens Receipt printers Requisition printers Bar code equipment Cash drawer(s) Bank card processing equipment House Client workstations Laser printers Ink Jet printer Bar code equipment Golf Pro Shop Client workstations Laser printers Ink Jet printers Bar code equipment Cash drawer(s) Bank card processing equipment Golf Course Maintenance facility Client workstations Laser printers Bar code equipment Tennis Pro Shop Client workstations Laser printers Bar code equipment Cash drawer(s) Bank card processing equipment Fitness Center Client workstations



Bar code equipment Cash drawer(s) Bank card processing equipment Overview of Current Processes.

Describe how your club receives and processes information: General Ledger/Budgetary

Describe how your club’s general ledger entries are handled and whether it includes automated payroll interface, journal entries, and checks.

Describe approximately how many individual entries occur each month/period, including summarized amounts.

Describe whether a preliminary and final general ledger and operating statements are generated.

Describe how chart of account numbers are generated and the basis of identification of the numbers.

Describe the approximate number of accounts in the chart of accounts and approximately how many departments receive departmental level financial statements.

Describe whether all systems post to the general ledger with each update and how adjustments are made (whether by journal entry). Inventory

Describe the inventory process. Purchasing/Accounts Payable

Describe the purchasing process and whether purchase orders are generated.

Describe the approximate number of 1099s generated for a typical year and how they are generated.

Describe the number of vendors that the club uses and approximately how many AP accounts are active.

Describe the volume of monthly invoices received and processed.

Describe the approximate number of checks issued monthly.

List the number of cash accounts.

Member Billing/Accounts Receivable Describe the volume of member charges.

Describe frequency of member billing.

Describe any recurring charges requirements (such as installment initiation fees, dues types, assessments, service fees, etc.).



Describe any minimums charged and their frequencies (Food and/or beverage, etc.). Payroll/Personnel

Describe the payroll process.

Describe the average number of checks issued and frequency.

Describe any unusual payroll requirements/calculations.

Describe how vacation, holiday, and other functions are tracked.

Describe the seasonality of the club—approximately number of employees year round and seasonal.

Describe current timekeeping and HR systems. Fixed Assets

Describe the number of fixed assets which need to be accounted for on an on-going basis.

Describe the method used for depreciation.

Sales Analysis And Ad Hoc Statistical Reporting Describe any special reports that are requested by management and/or the board.

Point of Sale

Describe year round and seasonal POS requirements.

Food and Beverage Cost Accounting

Describe any systems in place used to track food and liquor costs.

Facility Reservations

Describe any catering programs currently in use.

Maintenance Scheduling

Describe any engineering scheduling currently in use.

IRS/Outside Sales Reporting

Describe how outside, non-member sales are reported to the IRS if applicable.

Describe how sales and use taxes are calculated and reported.

Golf & Tennis Pro Applications

Describe approximately how many categories are tracked by the pro shop operations and any special requirements such as credit books for tournament winnings and a gift certificate management package.



II. Information Conditions

A. Information Due Date and Addressee

Submit two hard copies and a CD or e-mail attachment of the proposal to: Insert the principal contact here with address, phone, and e-mail.

Provide point of contact for requests for clarification if different than the principal contact.

Proposals must be received by fill in deadline date here. Submissions received by fax will not be accepted.

B. Information Format

All information should follow the format provided. Responses will be reviewed for completeness prior to detailed evaluation. A response submitted in a manner, which makes evaluation unnecessarily time consuming, may be eliminated from further consideration.

Note: The club’s request for information may be distributed in hard copy and electronically and information from vendors should be provided in hard copy and electronically, as well.

• An individual who is authorized to bind the vendor contractually must sign the vendor’s transmittal letter.

• The vendor must specify how long product and service pricing will be valid (a minimum of 60 days will be required).

• The vendor response should include the following information in the order indicated: ∗ Introduction - Provide a brief non-technical overview of the vendor’s company including the

range of services offered by the vendor. ∗ Executive Summary - Summarize the products and services offered. ∗ Vendor Information - Response to questions concerning vendor credentials as specified in

Section III. ∗ General and Technical Requirements - Response to report writer, system software,

hardware and other technical questions as specified in Section IV. ∗ Application Requirements - Responses to application requirements as specified in Section V. ∗ Customer Service and Support - Responses to education, implementation, maintenance,

documentation and other customer service/support questions as specified in Section VI. ∗ Investment Considerations - Detail and summary of fees and costs as specified in Section

VII. ∗ References - Vendor is required to submit a minimum of three customer references as

specified in Section VIII. References should be noted as to club type. ∗ Appendix – Product information such as brochures, demo CDs, course catalogs and other

material that contributes value to the response document.



C. Terms and Conditions The following are terms and conditions to which the vendor must adhere:

1. The vendor must keep information both published and unpublished confidential and not disclose such information or make it available to third parties.

2. An officer of the company capable of binding the offer must sign proposals. 3. Bids will stay open for a period of at least sixty days from the response due date. 4. This RFI does not commit the club to pay any costs incurred by the vendor in preparing or

submitting the proposal. 5. The vendor’s proposal response will become part of the contractual agreement between the club

and the selected vendor(s). 6. Proposals become the property of the club and will not be returned. All vendor data inclusive of

the entire RFI responses will be treated as confidential and will not be disclosed to any third parties.



III. Vendor Information 1. Identify the individual(s) in your organization who will be our contact(s) throughout the

evaluation process. Please include name, title, mailing address, e-mail address and both voice and fax phone numbers.

2. Discuss the factors that differentiate your system from systems offered by other vendors. 3. Provide a short history of your company, including when it was founded and any major milestone

events. 4. What is your primary business? 5. How many employees does your company have in each functional area (sales, customer support,

implementation, R&D, etc.)? 6. Did you design and develop the proposed software or are you marketing the proposed system for

another vendor or third party? If marketing, who designed the system and who will provide on-going support?

7. How many customers do you have in total? 8. Approximately how many installations have you done over each of the past three years? 9. How many customers are using the proposed system? 10. Please submit a list of existing system users that we may contact. 11. When was the proposed software system first installed? 12. List the locations where you have offices. Designate functions at each office (e.g., sales, support,

service, etc.). 13. Do you intend to subcontract any part of the work for the proposed system? If yes, specify the

percentage of the total contract to be subcontracted and identify the subcontractor organization(s).



IV. General and Technical Requirements

A. General 1. Is your system written for Microsoft Windows or another operating system? 2. Does your system contain or interface with any E-mail systems (please list)? If so, how are they

linked to your product? Please describe the security features in this area. 3. Does the system provide flexibility throughout to route inquiry requests directly to the screen,

printer, fax, e-mail, file, etc.? Please describe the security features in this area. 4. Does your system use a particular Internet Service Provider (ISP)? 5. Does the system provide for connectivity/access to the Internet? 6. If so, please describe. Also provide details on how the system is safeguarded from any potential

problems from the Internet. 7. Is the system web-enabled? If so, explain its capabilities. 8. Which parts of your system are on servers and which on client workstations? 9. Does the system provide complete “drill-down” capability on-screen (summary level to transaction

level) in all areas of the application? 10. Across multiple locations? 11. Across multiple databases? 12. Financial and non-financial data? 13. Does the system have an online analytical processing (OLAP) or data warehousing capability?

Please explain. 14. Do you recommend remote databases or remote entry to a central database? Please explain. 15. If remote databases are maintained, how will they be synchronized with the main database? 16. Does the system provide for unattended backup? Please explain. 17. Do interfaces exist to allow for transactions to pass to and from third party systems such as payroll,

tee time scheduling or golf course maintenance? If yes, please describe existing interfaces. 18. Does your system support EDI (Electronic Data Interchange), including operating system and

required components on both client and server? If so, please describe. 19. Are any third party software packages suggested and/or required with this solution (e.g., MS Access,

Oracle, etc.)? If so, please list and describe. 20. Who supports required third party software packages? 21. Does your system support ODBC (Open Database Connectivity)? 22. Do you support OLE (Object Linking and Embedding) and DDE (Dynamic Data Exchange)

technologies which allow for the edit, import and export capability of data to other commercially available packages such as Microsoft Excel and Word?

23. Does the system support on-line data entry, inquiry and update in a global sense? 24. Does the system provide context sensitive on-line help (technical and end-user)? 25. Do you provide source code? If yes, is there a fee involved? 26. State your future technology direction for your software over the next three to five years.

B. Hardware/Network 1. Provide technical specifications and pricing estimates on the recommended hardware configuration

including all components (e.g., CPU, hard disk, memory, workstation, peripherals, etc.) (See details



on current hardware / software configuration in Section I. and information on transaction volumes in Section I.)

2. Describe other hardware platforms that your system runs on currently as well as those planned for the future.

3. Provide recommended workstation / networking requirements to access the system. 4. Can your system share a server with other applications?

C. System Software 1. Provide information on your recommended operating system. 2. Describe other operating systems/environments that your system supports. 3. Does the same functionality exist across all supported platforms? 4. Provide information regarding the recommended programming language and relational database

management system. 5. Describe other database management systems that your system supports. 6. Describe how you handle operating system upgrades and modifications.

D. Reporting Requirements 1. Describe your system’s standard reports. 2. Describe the ad hoc reporting capabilities of your system. 3. Describe the ad hoc query capabilities of your system. 4. Can all elements in the database be accessed on an ad hoc basis? Explain. 5. Can all reports be printed to screen, printer, fax, and email? 6. Are your files accessible to commercially available report writers? If so, please list these report

writers. 7. Are these report writers required or do you provide a proprietary report writer? 8. Can standard users develop reports/queries easily with your report writer or will they require

assistance from systems personnel or a “power user”? 9. Does your report writer have the capability to export reports to spreadsheets, word processors or

desktop publishing packages? 10. What must the user do to make this happen?

E. History Maintenance 1. How much data (maximum number of years) can be kept on-line (not considering system storage

limitations)? 2. Describe how your system maintains and stores historical data. 3. Can users view data for a particular point in time on-line? 4. Is an archive facility provided to purge history to Optical Storage, CD-ROM or other media? If so,

please describe. 5. Does your system provide a facility to restore archived history to production files?

F. Security 1. How is application security established? 2. Describe the levels of security offered by your system. 3. Is security for the application controlled separately from the operating system security?



4. Can security profiles be established for users or groups of users? 5. Explain how your system provides audit trails? 6. Is a Disaster Recovery Plan for hardware/software issues currently available? If so, please provide

information.



V. Application Requirements

A. Applications Overview

The Club is seeking a comprehensive club management package that will integrate all financial, point-of-sales and membership service functions, disperse data entry, reduce paper work, increase the accuracy and timeliness of the records and reports, and provide better analytical tools for ad hoc users.

Instructions for Completion

For each application, a standard features/functions/requirements list has been developed. The information has been structured so vendors can respond to the questions asked for each application by using a simple coded response scheme. For each feature or function, respond as follows:

Y Yes – The specified feature or function, as described or stated, is provided and operational in your proposed solution.

… Text – appropriate for certain responses only. (E.g. – Number of decimal places supported?)

RW Report Writer – This feature is available through a report writer. A report writer is defined as a report-generating tool that can be operated by a user. The skill level should be equal to operating a standard spreadsheet or word processing package.

C Change – A change or modification to the standard system hardware or software will accommodate this need/feature. Any “C” requires a complete explanation of the necessary change with the full impact on all modules or functions described, as well as any additional cost.

E Enhancement – This feature is not currently provided, but is to be provided in the next release of the software. Indicate the official release date of the software enhancement. The official release should be within the next twelve months. If it will not be available within that time frame, the response should be an “N.”

N No – The specified feature or function, as described or stated, is not contained or supported by your proposed solution.

Include any additional relevant notes, explanations, or comments regardless of the response. If

such comment requires additional space, indicate, “See attached” and provide the direct cross-reference where the comment is found. Special Note: The requirements as set forth in this RFI are meant to be a guide to vendors as to the needs of the Club. It is understood that vendors may provide features not specified in this RFP that will be beneficial to the Club. Please clearly mark or highlight these items.



B. Application Area Requirements

Member Records Response

1. Member information 1.1. Member number? 1.2. Bill to name and address with 9-digit zip code? 1.3. Other (home or office) address with 9-digit zip code? 1.4. Third address for vacation home with dates of use?

1.4.1. Ability to change preferred mailing address between main and other? 1.5. Phone and fax numbers for both home and office?

1.5.1. For all family members? 1.6. E-mail addresses for member and other family members? 1.7. Date joined club? 1.8. Member class?

1.8.1. History of movement between classes? 1.8.2. Ability to alter member staus for active, no dues, resigned, etc)?

1.9. Wedding anniversary? 1.10. Spouse’s name and children’s names? 1.11. Birth dates and ages of member, spouse and children? 1.12. Company name? 1.13. Business title? 1.14. Profession? 1.15. Activities or interest participated in at club? 1.16. Free form field to allow multiple dated entries for comments? 1.17. “Preferences” field with space – favorite wine, drink, fish, etc.? 1.18. Electronic capture of family members’ signatures? 1.19. Pictures of member and family? 1.20. Parking decal number (up to 4 per member)? 1.21. Locker numbers and combinations (up to 4 per member)? 1.22. Committee/board service history (at least 50 lines with dates)? 1.23. Unused fields for special needs (up to 50 lines)?

2. Generate mailings based on any selected information? 3. Look up member by

3.1. Member number? 3.2. Member last name? 3.3. First letter of member’s last name? 3.4. Spouse’s name? 3.5. Parking decal number? 3.6. Locker number? 3.7. Address?

4. Maintain records on those recommended for club membership? 5. Online access to transaction history for predetermined period of time? 6. Indicate when and who last revised the master file?

6.1. Maintain record of changes made which can be audited online on demand? 7. Track individual member and family use of club facilities.



Member Records Response

7.1. Facility used? 7.2. Date used? 7.3. Time of day used?

8. Use above data for statistical analysis and reporting? 9. Record individual fines or penalties for club rule infractions to include: type of fine,

date and if later waived?

9.1. Generate penalty letters based on prescribed criteria? 10. Update master files online? 11. Assign member a new number and retain his/her history information? 12. Generate mailing labels/merge to word processing using information selected by

criteria entered online?

13. On demand envelopes, mailing labels, letters or emails to members with choice of addresses?

General Ledger/Budgeting Response

1. Account coding structure (please describe)?

1.1. Account coding structure compatible with Uniform System of Financial Reporting for Clubs?

1.2. Sub account structure that sum to control account total?

2. Account code maximum field length?

3. Maximum number of years of history on-line detail vs. summary?

3.1. Can previous years’ history be modified?

3.2. Ability to archive transaction databases?

4. Maximum number of open budget versions?

5. Revise erroneous journal entries on-line?

6. Option to edit a single journal entry?

7. Option to delete and re-enter a single journal entry?

8. Description available for each journal entry?

9. Automatically generate contra-entries? (Explain)

10. Display cumulative control totals after each entry?

11. Perform full validation of each transaction?

12. Print control totals prior to updating general ledger file?

12.1. Ability to select multiple schedules to print in one batch?

12.2. Ability to customize schedules without vendor assistance?

13. Ability to add/change/delete accounts?

14. Automatically roll actual and budget forward?

15. Process year-end adjustments as a separate period?

16. Post to new period/year before previous period/year is closed?

17. Post to previous period/year after it is closed?

18. Include memo entries for G/L accounts to describe/remind user of budget/activity goals or objectives?

19. Construct budget for new year before old year is closed?

20. Is ledger time/date driven to accommodate soft closes?

21. Budget and project cash flows?

22. Accrual method of accounting?




23. Post:

23.1. In batch?

23.2. On-line?

24. Automatically generate:

24.1. Standard journals?

24.2. Accruals?

24.3. Accrual reversals (with ability to select date for reversal)?

24.4. Recurring or repeating journals?

24.5. Multilevel allocations of overhead accounts?

24.6. Multilevel allocations of expenses?

24.7. Any postings from any system if dates of posting do not match current period?

24.7.1. Parameter of acceptable date range?

25. Produce detail listing of transactions by account/journal/activity type?

26. Reconcile

26.1. Bank accounts?

26.2. Current accounts?

26.3. Asset accounts?

26.4. Control accounts?

27. Event/Project Accounting

27.1. Accumulate costs and compare to budgets by event or project account as well as general ledger account?

27.2. Process multi-year events or projects?

28. General Reporting:

28.1. Trial Balance (dollars, %)?

28.2. Profit and Loss Statement (dollars, %)?

28.2.1. Describe how a department’s financial statement would be constructed.

28.2.1.1. Prior year comparative data? By period and year-to date?

28.2.1.2. Budget comparative data? By period and year-to-date?

28.2.1.3. Projected year-end results?

28.3. Balance Sheet?

28.4. General Ledger detail report?

28.5. Cash Flow Statement

28.6. Financial Statement Ratio Analysis?

28.7. Chart of Accounts listing?

28.8. Departmental income/expense with budgets and actuals?

29. User specified reporting:

29.1. Select months/years or date range to include?

29.2. Show budget with actuals?

29.3. Show variance (actuals vs. Budget)($s and %)?

29.4. Show units with dollar values?

29.5. Show unposted and posted transactions?

29.6. Provide smoothing of historical data to arrive at averages and project trends?

30. Run reports while the on-line system is up?

31. On-line Inquiry:

31.1. Specify maximum number of periods’ data that can be accessed on-line?




31.2. Inspect and analyze transaction data?

31.3. View future period postings on-line?

31.4. View budgets?

31.5. View allocations?

32. Non-financial data

32.1. Specify what non-financial data can be processed?

32.2. How is this data entered into the system?

32.3. Use it for calculations? Explain.

32.4. Budget and compare to actuals?

32.5. Roll up in similar manner to financial data?

32.6. Access and analyze online?

32.7. Illustrate non-financial date in P & L’s (covers, average/cover, etc.)?

33. Budgeting & Forecasting:

33.1. Calculate budget variances?

33.2. Project year -end results, i.e., actual-to-date plus remaining budgets?

33.3. Develop budgets

33.3.1. Top down?

33.3.2. Bottom up?

33.4. Base new budget on % increases / decreases to previous budget?

33.5. Spread annual budget by months

33.5.1. Equally?

33.5.2. By prescribed allocation formulae?

33.6. Charge actuals to lower unbudgeted levels and roll-up to higher budgeted levels?

33.7. Can system perform “What if” simulation?

33.8. Can system assist in cash management forecasting?

34. Financial report writers that utilize user defined parameters. Functionality should include:

34.1. An easy to use report writer for the casual ad-hoc user?

34.2. A more sophisticated tool for the power user to develop more complex reports (should not require a programmer/MIS technician to use)?

34.3. Provide graphics reporting capability and/or downloads to PC based graphics packages?

35. What tools are provided to analyze data?

36. Can financial statements be emailed to users?

37. Can specific financial statements be sent to specific users based on an approved list?

38. Drill down capabilities from financial statements to invoice, payroll time card, inventory transfer, or member ticket?

39. Copy of scanned invoices available on-line?

40. Statement of cash flows on demand?



Member Billing/Accounts Receivable Response

1. Charges

1.1. Automatic interface with POS systems for entering charges and credits?

1.2. Enter charges directly into member account through a non-POS workstation?

1.3. Capacity for at least 50 automatic charges designated by month of year, to be established in member master file (dues, locker, handicap fee, etc.)?

1.3.1. What is the system limit on number of transactions/fixed charge codes?

1.3.2. Universal update for changes in specific fixed charges?

1.4. Capacity for at least 1,000 other charge codes for goods and services received by the member?

1.5. Revenue center control over service charge and tax rates assigned to specific accounts?

1.6. Real time posting to members’ accounts from P.O.S. and pro shops?

1.7. Installment billing of initiation fees?

1.8. Reciprocal billing and interfacing with A/P?

1.9. Make manual charges to member accounts by entering data from tickets with batch controls that verify balance condition at end of batch before posting?

1.10. Automatic and other charges coded to specific G/L accounts at end of month?

1.11. Identify categories and amounts for recurring member charges and months to be billed?

1.12. Validation of all accounting, personnel, member and other codes at time of entry?

1.13. Member statement to show drink total even though bar tickets split according to beverage, e.g. beer, wine, etc.?

1.14. Defer charges and payments?

1.15. Charge third party for member’s charges?

1.16. Reprint charge tickets from POS or pro shops?

1.17. Display by member

1.17.1. Open item status?

1.17.2. Balance forward status?

1.17.3. Aging by member?

1.17.4. Payment history by bill?

2. Billing:

2.1. Generate member statements selectively or in batches?

2.2. Selectively print/fax bills/statements for member accounts?

2.3. Ability to email member statements automatically?

2.4. Ability to automatically generate and bill repetitive charges?

2.5. Ability to send accommodation billings to members for special functions?

2.6. Post messages on statement of those members who have signed up for a bank-drafting program?

2.7. Print multiple messages on monthly statements based on selected groups or classes of members?

2.8. Run billing whenever and as many times as necessary?

2.9. Prorate member’s first month dues?

2.10. Enter credit memos and apply to specific bill or transfer to another bill?




2.11. Enter, edit, and update all transactions on-line?

2.12. Maintain member balances on an open item basis?

2.13. Maintain member balances on a balance forward basis?

2.14. Restrict charge privileges and with message to system user?

3. Cash Receipts:

3.1. During receivable transaction entry, accommodate processing and searches by:

3.1.1. Bill number?

3.1.2. Member number?

3.2. Ability to interface with bank draft system and provide

3.2.1. Member name?

3.2.2. Bank routing number

3.2.3. Member bank account number?

3.2.4. Amount to be charged?

3.2.5. Date to be charged?

3.2.6. Control totals?

3.2.7. Receive/transmit bank data electronically?

3.2.8. Automatically post bank drafts to member account?

3.3. Receive automated payments through EFT?

3.3.1. EFT payments do not require additional data entry only acceptance?

3.4. Prepare appropriate reconciliation reports?

3.5. Aging of partial payments:

3.5.1. As a separate open item against bill?

3.5.2. Until bill is fully cleared?

3.6. Automatically apply payments to oldest receivables (FIFO basis)?

3.7. Manually apply payments?

3.8. Document reasons for late payment/partial payment/member deduction?

3.9. Reconcile cash application at the batch and transaction levels?

3.10. Automatically generate bank deposit slip based on cash receipts?

3.11. Produce dunning letters for collections purposes (accounts over user specified days/dollars)?

4. Reporting & Inquiry:

4.1. Generate Accounts Receivable Summary / Detail Aging Report/Inquiry:

4.1.1. On demand?

4.1.2. Printed in bill date sequence?

4.1.3. Printed in transaction date sequence?

4.1.4. Printed by member number sequence?

4.1.5. With user-defined aging columns?

4.1.6. With column headings same as detail aging?

4.2. Credit Management Report/Inquiry – listing member accounts:

4.2.1. Over their credit limit?

4.2.2. On credit “hold”?

4.2.3. Over a specified number of days past due?

4.2.4. Create 30 day, 60 day, and 90-day delinquent letters?

4.3. On demand reports of members with returned checks with date parameters?

4.4. Document member communication?




4.4.1. Flag member comments with follow-up date (tickler file)?

4.4.2. Generate member call list from tickler file?

4.5. Provide online tracking of disputed charges and resolution?

5. Display member restrictions on POS terminal

5.1. Provide different message for different restrictions?

6. Report of members who used the Club while on restriction?

7. Combine A/R system with A/P system to show cash position of the club?

Accounts Payable Response

1. Enter on-line, either centrally or remotely:

1.1. Approved invoices?

1.2. Unapproved invoices?

1.3. Credit memos?

1.4. G/L distribution?

1.5. Manual checks?

1.6. Generate on-demand checks that interface with G/L on issue?

1.7. Vendor master file updates?

1.8. Ability for vendor numbers to be alpha, numeric, or a combination?

1.9. Ability to access vendor by name or number?

1.10. Ability to flag vendors for deletion at end of year?

1.11. Check reconciliation information?

2. Invoice Approval:

2.1. Facility to require approval?

2.2. Facility to establish approval/authorization levels by user?

2.3. Facility to approve an Invoice?

3. Modify/delete/cancel an invoice before it is paid?

4. Enter for matching purposes PO, Invoice, and Receiver Numbers?

5. Have on-line real-time update of:

5.1. Invoices?

5.2. Credit memos?

5.3. Manual checks?

5.4. Vendor master file updates?

6. Batch vendor transactions:

6.1. Rejected / Suspended with error message?

6.2. To proceed with update operator need only correct error?

6.3. Operator can override edits to force update?

7. Process and reporting of 1099s?

8. Process non-PO payables?

9. Debit store credit balances?

10. Void/cancel payments?

10.1. Ability to cancel payables invoice at time of voiding/canceling check?

11. Process standard invoices?

12. Process recurring invoices?

13. Allocate costs among various entities?




14. Post to general ledger when entering manual checks along with comments entered with issuance of check?

15. Handle one-time vendors?

16. Payment cycle parameters can be established for:

16.1. All invoices due by next pay date?

16.2. Selected vendors?

16.3. Specific invoices?

17. Ability to (with established terms):

17.1. Compute discount date?

17.2. Compute discount amount?

17.3. Compute date to pay?

17.4. Force discount?

18. Vendors:

18.1. Generate vendor list in alphabetic sequence/numeric sequence/short name sequence?

18.2. Set up defaults at vendor level for G/L with one or more account distributions?

18.3. Categorize vendors (user specified, industry codes, type)?

18.4. Sort vendors by amount of money paid during a particular date structure?

19. Employees:

19.1. Process employee payables?

19.2. Employee payables have the same functionality as vendors?

19.3. Separate employee payable data from vendor?

19.4. Support employer billing for selected expenses?

19.5. Issue and track employee advances?

19.6. Reconcile employee expense accounts?

19.7. Generate employee statements?

20. Error Checking:

20.1. On-line validation of data and error detection?

20.2. Flag duplicate invoices at entry?

20.3. Flag invalid purchase order numbers?

20.4. Flag Invoice/PO variances > x%?

20.5. Suspend/reject invoice until valid PO entered?

20.6. Flag out-of-balance conditions?

21. Checks

21.1. Produce checks:

21.1.1. On a laser printer?

21.1.2. On a dot matrix printer?

21.1.3. Print a single check, when needed?

21.1.4. Assign and print MICR coding on checks.

21.2. Produce check register:

21.2.1. By vendor name?

21.2.2. By check number order?

21.2.3. By vendor number?

21.2.4. By invoice number?

21.2.5. Which includes manual checks?




21.2.6. With only manual checks?

21.2.7. With general ledger distributions?

21.3. Supports manual checks?

21.4. Produce an all-in-one check/remittance advice/envelope document?

21.5. Reprint specified range of checks?

21.6. Automatic void of checks used for printer alignment?

21.7. Add notes / comments to checks? Specify length of fields.

21.8. Print our customer number with a vendor on checks to them?

22. Outstanding invoice report?

22.1. Sort by invoice date?

22.2. Sort by due date?

22.3. Summary and detailed?

23. Open purchase order report?

24. Bank Reconciliation:

24.1. Compare issued checks to cleared checks?

24.2. Prepare a report of outstanding checks?

24.3. Number of bank accounts supported?

24.4. Support wire transfer/direct deposits to vendors/employees?

24.5. Enter bank charges?

24.5.1. Automatically post to GL?

25. Forecast A/P cash requirements for day/week/month based on vendor invoices and open/closed POs?

26. Combine A/R system with A/P system to show cash position of the company?

27. Automatically interface with and transfer costs to inventory and/or fixed asset systems?

28. Satisfy credit memos by posting payment from vendor?

29. Change or merge vendor information and history when companies change names or merge with another company?

30. Vendor information includes invoice alpha/numeric mask to avoid entering an invoice more than once?

31. Invoice number field of 30 characters or more?

32. Post and pay lease payments with interest and capital costs based on information table?

33. Does your system include workflow management? (Explain)

Fixed Assets - Response

1. Track assets by multiple attributes, such as

1.1. Asset number? 1.2. Location?

1.3. Depreciation expense account? 1.4. Tag number?

1.5. Serial number?

1.6. Employee? 1.7. Purchase order?

1.8. Invoice?




1.9. Lease?

1.10. Warranty? 1.11. Bar code?

2. Separately track capital and expense items?

3. Enter asset additions 3.1. Automatically from purchases or projects?

3.2. Manually online? 3.3. Current and prior periods?

3.4. Mass additions from feeder systems?

4. Account for construction in process 4.1. Track purchases and labor expenses?

4.2. Automatically place in service and begin depreciation when finished? 4.3. Project management reporting?

5. Depreciation methods 5.1. User definable?

5.1.1. Straight line?

5.1.2. Declining balance? 5.1.3. Sum of the year’s digits?

5.1.4. Units of production? 5.1.5. Flat rate?

5.1.6. Diminishing value? 5.2. Perform depreciation expense projections?

5.3. Perform what-if depreciation analysis?

5.4. Apportion depreciation expenses among users based on user-defined rules? 5.5. Change depreciation methods for a group of assets?

6. Depreciation books 6.1. User definable?

6.2. Unlimited number of books, if desired?

6.3. Ability to use different currency in each book? 7. Transfer assets

7.1. By cost or by units? 7.2. Fully or partially?

7.3. Current period or retroactively? 7.4. Mass transfers?

8. Retire assets

8.1. By cost or by units? 8.2. Fully or partially?

8.3. Current period or retroactively? 8.4. Gain/loss calculations?

8.5. Mass retirements? 9. Revalue assets based on refurbishment of asset (rebuild a tractor’s engine)?

10. Automatically track leasehold improvements?

11. Define and track warranty descriptive information? 12. Capital budgeting

12.1. Enter directly or from spreadsheets? 12.2. Project depreciation expenses?




12.3. Track actual versus budget?

12.4. Automatic interface with general ledger? 13. Enter physical inventory

13.1. Manually?

13.2. Through use of bar code scanner? 14. Maintain independent tax data, including

14.1. Cost? 14.2. Depreciation?

14.3. Salvage value?

14.4. Depreciation method?

Point-of-Sale Response

1. Provide for multiple servers to use same POS terminal? 2. Provide the following on the POS touch screens?

2.1.1. Menu items, which can be easily changed? 2.1.2. Modifiers such as well done, medium and rare, fixed and forced? 2.1.3. Server identification? 2.1.4. Supports item availability countdown to lockout when gone? 2.1.5. Modifiers that add cost?

3. Provide the following member information at POS terminals 3.1.1. Member number and name? 3.1.2. Member’s family names? 3.1.3. Member and family pictures? 3.1.4. Member and family signatures? 3.1.5. Member and family preferences? 3.1.6. Member and family birthday and wedding anniversary dates? 3.1.7. Special messages to member and family? 3.1.8. Credit information?

4. Indicate server and location on sales slips? 5. Calculate percentage of sales for service commission? 6. Interface with

6.1.1. Payroll system for commission information? 6.1.2. Beverage and food cost accounting system? 6.1.3. General ledger and member services systems? 6.1.4. Banquet Planning System to create prebill?

7. Generate ticket number? 8. Print specific item and description on ticket? 9. Provide capability to split ticket

9.1.1. By seat number? 9.1.2. Fractionally by total or item? 9.1.3. By multiple member number?

10. Transmit orders to hot, cold and dessert areas in kitchen as well as to bars with optional modifiers?

11. Print and accept gift certificates? 12. Accept cash payment?



Point-of-Sale Response

13. Force server to close and balance before clocking out of time keeping system? 14. Generate productivity statistics by outlet e.g., sales/payroll cost, sales/man-hour? 15. Provide the following reports

15.1.1. Percentage of menu items to total food sales by location? 15.1.2. Amount sold per day of a particular item by meal period? 15.1.3. Periodic recap of item sales by location and meal period? 15.1.4. Recap sales by category and location by day, day part, terminal, week,

server month, and year?

15.1.5. Profit and loss on events? 16. Cover/usage reports of number of members using each facility (location/outlet) by

day, week, month and year with comparison to same period last year?

16.1. Graphic as well as text? 17. Productivity statistics by outlet (sales/payroll $ sales/man-hours)? 18. Percentage of menu item to total food sales? 19. Interface with beverage cost accounting system to determine theoretical cost of

sales?

20. Attach wine tasting notes to an NLU/Bin number 21. Email selected daily reports automatically 22. Support frequent visit programs? 23. Support discounts on closed checks? 24. Support query on closed check? 25. Support transfer of guest checks from server to server while tracking each server’s

sales?

26. Daily messages for marketing on receipts? 27. Support usage of thermal printers? 28. Support tracking of sales incentive programs? 29. Redundant printing capable? 30. Enter item one time for use in multiple outlets? 31. Enter menu overhauls in advance and set time for change over? 32. Track voids by; server, time, reason? 33. Interface with hand held terminals?

Food and Beverage Cost Accounting - Response

1. Maintain recipes in the system and provide recipe price based on item quantity and updated prices after a receipt?

2. Maintain menu items for daily lunch and dinner menus and provide portion price based on ingredients used?

3. Provide daily total recaps of food sales versus related costs of foods sold? 4. Compute daily pouring costs for each bar, location, bartender and function? 5. Maintain perpetual inventory in bar outlets? 6. Provide the following reports

6.1. Total food sale versus related food costs? 6.2. Recipe costs and number each recipe will serve? 6.3. Portion/menu price and related costs? 6.4. Theoretical menu price calculations?



Recipes Response

1. Provide file templates? 2. Provide cookbook with following features?

2.1. Alpha order? 2.2. By meal period? 2.3. By categories (e.g. appetizer, entrée, vegetable, starch dessert, beef, seafood,

fruit, low fat, heart healthy, seasonal)?

2.4. Estimated preparation time? 2.5. Detailed directions? 2.6. Factoring? 2.7. Nutritional breakdown? 2.8. Ingredient substitutions? 2.9. Digital photo? 2.10. Yields? 2.11. Ability to link multiple recipes? 2.12. Unit of measure? 2.13. Recipe author? 2.14. Ingredient preparation? 2.15. Printing capabilities? 2.16. Multiple books available? 2.17. Recipe formulary percentage? 2.18. Copy protection and restrictions?

3. Maintain recipes in the system and provide recipe price based on item quantity and updated prices after a receipt?

4. Maintain recipe costs and number each recipe will serve?

Banquet Management - Response

1. Provide pictures of room layouts? 1.1. Change layout on screen?

2. Maintain information of the upcoming and past twelve month's functions 3. Identify data such as

3.1. Date reserved 3.2. Day of the week 3.3. Rooms used/open 3.4. Contact person 3.5. Phone number, 3.6. Names of other people making arrangements 3.7. Length of time facility needed

4. Maintain information on other facilities reserved such as buses, and names of club members making reservations

5. Maintain audiovisual equipment inventories? 6. Process main dining room reservations 7. Inquiry into details of function of interest to members such as cocktail start time,

dinner start time, etc.?

8. For limited seating functions maintain a running total of reservations for seating



Banquet Management - Response

time? 8.1. Alert when full?

9. Maintain waiting list for popular function/seating times? 10. Email/fax details to member from workstation? 11. Move from one application to another without exiting program? 12. Maintain database with contact information? 13. Maintain follow up deadlines?

13.1. Alert when due (i.e. time to call a tentative hold)? 14. "Space Hold" for tentative events (i.e. should the event be cancelled have the ability

to notify a second person who wants that date)?

15. Cut and paste programmed menus in the contract? 16. Print confirmation letters, thank you letters, etc.? 17. Search database by member number? 18. Reports

18.1. Schedule of activities forecast? 18.2. Projected revenue broken down by outlet (i.e. Williams Room from June-

August)?

18.3. Void report? 18.4. Tentative reservations list report? 18.5. Change report? 18.6. Cost estimate based on food and beverage selected? 18.7. History of events held by member? 18.8. Mailing list for frequent users?

19. Create bill recapping charges and post to member’s account at end of the day? 20. Possible to use for regular dining room reservations? Explain.

Purchasing - Response

Vendors:

1. Describe information maintained on vendors

2. Provide the following general information for each item purchased from a vendor (not all inclusive):

2.1. Current cost?

2.2. Last purchase cost?

2.3. Second-to-last purchase cost?

2.4. Third-to-last purchase cost?

2.5. Average cost?

2.6. Standard cost vs. Actual Average cost?

2.7. Item lead-time?

2.8. Vendor part number?

2.9. MTD/YTD purchases in dollars / units?

3. Provide an automated part number cross-reference for vendor part numbers?

4. Print vendor’s part number on PO?

Requisitions:

1. Create/submit requisitions online?



Purchasing - Response

2. Set approval levels for requisitions?

3. Review budget prior to approving requisition?

4. Approve requisitions and convert to PO (individual/group)?

Purchase Orders:

1. Generate blanket PO?

2. Copy / modify existing PO?

3. Print POs (by user, item #, item name, dates, vendor, all)?

4. Purchase order number includes departmental alpha prefix or suffix?

5. Include pre-defined lists of terms to be selected for printing on purchase order?

6. Reprint an existing PO (w/ reprint notification on PO)?

7. Fax PO from screen?

8. Email PO from screen?

9. PO log available online for issuing department?

10. Generate POs for the following items:

10.1. Inventory Items?

10.2. Non-Inventory Items (e.g., supplies, fixed assets)?

10.3. Services?

10.4. System suggested order point orders?

Receiving:

1. Purchase Order Receipt:

1.1. Match receipt against PO online?

1.2. Update inventory online?

2. Receive based on the purchase UOM with automatic conversion to the inventoried UOM?

3. General Reporting:

3.1. Open POs?

3.2. POs that are past due?

3.3. POs received, items and quantities?

3.4. Backordered POs?

3.5. Track purchase history by item?

3.6. Arrival schedules (based on lead times/promised dates)?

4. Interface with accounts payable system?

4.1. Facility to provide account distribution information to accounts payable?

5. Does your system include workflow management? Explain.

Inventory

The inventory system should be applicable for food & beverage, housekeeping, office supplies, maintenance, golf course maintenance, and retail sales areas.

Response

1. Inventory catalog available online? 2. Enter stock requisitions online from remote location?

2.1. Approve requisitions online? 3. Price requisitions automatically when item issued?



Inventory


Response

3.1. Transfer issue data to general ledger automatically? 4. Transfer product costs to appropriate expense category in ordering department (food,

liquor, beer, wine, beverage ingredients)?

5. Is inventory module integrated with purchasing module? 6. Identify open purchase orders by item? 7. Identify back orders by item and orderer?

7.1. Fill back orders automatically when item is received? 7.2. Notify orderer automatically of back ordered items? 7.3. Notify orderer automatically when back ordered item is received?

8. Part identification 8.1. Vendor part number? 8.2. UPC? 8.3. Our part number? 8.4. Item name? 8.5. Bar code? 8.6. Other?

9. Group parts by category? 10. Identify inventory by location?

10.1. Building? 10.2. Bin? 10.3. Multiple sites?

11. Physical counts 11.1. Provide for physical counts with bar code reader that allows for multiple units

to be specified as one bar code is scanned?

11.2. Count summary alert for products for which a count was not entered? 11.3. Conduct physical counts on specific ranges/categories of products?

12. Develop a market basket with costs this month versus last month, last quarter, last year and percent change in product costs?

13. Inventory valuation methods: 13.1. Average cost? 13.2. FIFO? 13.3. Last purchase price? 13.4. Standard cost? 13.5. Other? (Describe)

14. Carry estimated cost until invoice received? 14.1. Adjust issue cost after invoice received? 14.2. Automatically transfer adjustment to the general ledger?

15. Automatically calculate reorder points? 15.1. How much usage history is maintained?

16. Inventory analysis capability? 16.1. Rate of turnover? 16.2. Slow moving stock? 16.3. ABC stock? 16.4. Inventory value and trends?



Inventory


Response

16.5. Usage by user? Total, by inventory group, by item? 17. Does your system include workflow management? Explain

Human Resources - Response

1. Recruitment

1.1. Maintain requirements online?

1.1.1. Update vacancies automatically as they occur?

1.2. Maintain potential candidate database?

1.3. Generate position requisitions and track status of open positions online?

1.4. Scan in paper resumes?

1.5. Download resumes from the Internet?

1.6. Select potential candidates from candidate database based on detailed search profile?

1.6.1. Search active employees database also?

1.7. Ability to complete evaluation form online?

1.8. Maintain record of recruitment activities scheduled and completed?

1.8.1. Interview?

1.8.2. Reference checks?

1.8.3. Correspondence?

1.8.4. Physicals?

1.9. Ability to complete approval to hire form online?

1.10. Ability to print offer letter automatically?

1.11. Automatically transfer recruitment information to personnel database when individual is hired?

1.12. Track recruiting costs?

2. Personnel database (List data maintained)

2.1. General personal data?

2.2. Family data?

2.3. Education and professional qualifications?

2.4. Special skills?

2.5. Prior work experience?

2.6. Digitized photograph?

2.7. Previous company assignments?

2.8. Eligibility for benefits?

2.9. Company assets issued to employee?

2.10. Injuries sustained on job?

2.11. Misconduct and action taken?

2.12. Position and salary history?

2.13. User defined fields?

2.14. Notes?

2.15. Current position code?

2.16. Current supervisor code and name?




2.17. Job classification?

2.18. Flag for full-time or part-time with alert notification if average hours drop below 30 per week?

3. Attendance

3.1. Entered from time cards manually?

3.2. Entered directly from time recorder devices? (List types)

3.2.1. Daily report of missed punches?

3.2.2. Thumb print recognition device on time keeping recorder to eliminate buddy punching?

3.3. Entered from bar coding device?

3.4. Entered for every employee or only for absentees?

3.5. User defined shifts? (Explain)

3.6. Automatic recognition of overtime and undertime?

3.7. Absentee records maintained?

3.7.1. Start and end dates of absence?

3.7.2. Hours/days absent?

3.7.3. Reason for absence?

3.7.4. Paid absences?

3.7.5. Tardiness record?

3.7.6. Ability to look at individuals or groups?

3.8. Automatic calculations of leave eligibility and leave taking?

3.9. View summary of employee’s entitled, carried over; taken and remaining leave amounts?

3.10. Ability to calculate cost of leave

3.10.1. By employee?

3.10.2. By department?

3.10.3. By company?

4. Performance evaluation

4.1. User defined appraisal criteria?

4.2. Value assigned for each criterion?

4.3. Overall grading based on value?

4.4. Ability to automatically schedule performance evaluations?

4.5. Online appraisal forms?

4.6. Automatic routing of forms to appropriate management personnel?

4.7. How many historical appraisals are maintained?

4.8. Online analysis of evaluations

4.8.1. By position?

4.8.2. By level?

4.8.3. By evaluator?


4.9. Identification of training needs?

4.10. Ability for employees to see their evaluations online?

5. Training and development

5.1. Maintain record of employee’s training, including dates

5.1.1. Completed?




5.1.2. Ongoing?

5.1.3. Scheduled?

5.1.4. Level of achievement attained?

5.2. Ability to determine cost of training

5.2.1. By individual?

5.2.2. By course?


5.2.4. By company?

5.3. Online description of available training courses?

5.4. Online registration for training?

5.4.1. Based on eligibility?

5.5. Training attendance by course?

5.5.1. Automatically transferred to employee record?

6. Job evaluations

6.1. User defined merit levels and spread between levels?

6.2. Automatic calculation of averages of judges’ points assigned?

6.3. Ability to use paired comparisons for evaluations?

6.3.1. Other evaluation systems (describe)?

6.4. Maintain job description database?

6.4.1. Identification of competencies required?

6.4.2. Available to employees online?

6.5. Ability to link jobs by possible career paths?

7. Compensation planning

7.1. Maintain complete information for

7.1.1. Job classifications?

7.1.2. Salary ranges?

7.1.3. Market data?

7.1.4. Job evaluation data?

7.1.5. Salary increases?

7.1.6. Budgeted salary costs?

7.2. Ability to model various compensation schemes based on current and planned personnel levels and salary levels?

7.3. Ability to automatically spread approved salary increases or bonuses to appropriate personnel records?

8. On line inquiry by department heads for their people’s rate of pay, vacation and holiday status, average hours worked, attendance history, etc.?

9. Organization charts

9.1. Automatically generate from personnel database?

9.2. Ability to modify online by drag and drop methodology?

10. Grievance and disciplinary information available online?

11. What standard reports are supplied with system?

11.1. Can users modify their formats easily?

11.2. Can they be viewed online?

12. Report writers that utilize user defined parameters. Functionality should include:







13. Ad hoc query capabilities?

Payroll Response

1. Use the same database the human resources module?

2. Ability to interface with third party human resources database?

3. Process different frequencies of salary payments?

4. Process different types of wage schemes?

4.1. Hourly?

4.2. Daily?

4.3. Piece rate?

4.4. Incentives?

4.5. Shift differential?

4.6. Monthly salary?

4.7. Bonuses?

4.8. Temporary employees?

4.9. Calculation of over-time under the fluctuating workweek method for salary non-exempt staff?

4.10. Other?

5. Multiple pay rates for each person by job or department?

6. What is the maximum number of deductions an individual can have?

6.1. Permanent?

6.2. Temporary?

7. How does your system handle voluntary deductions on multiple checks (i.e., medical insurance should be deducted from the check for wages but not from checks for lessons issued in the same week)?

8. Benefits

8.1. Number of benefit plans allowed?

8.1.1. Per employee?

8.1.2. Total?

8.2. User defined benefits formulae?

8.2.1. User defined formulae for benefit deductions?

8.2.2. Ability to apply deductions to groups of employees?

8.3. Automatic notification when employee eligible for benefit?

8.4. Automatic calculation of benefits based on variables, e.g. annual salary

8.4.1. Automatic update of benefit when variable changes?

8.5. Track beneficiaries and related information for benefit enrollment?

8.6. Calculate cost of each benefit to the employee and the company?

8.7. Produce a benefits W-2 quantifying total value of employee’s position due to wages and benefits?

8.8. Account for other employee benefits, such as company cars?



Payroll Response

8.9. Allow for accrual of vacations under user-defined schedule?

9. Track compensated absences from payroll date entry?

10. Track employee loans, interest, payments, and balance due?

10.1. User defined repayment and interest rules?

10.2. Ability to restructure loan?

11. Garnishments, child support, bankruptcy, and voluntary deductions tracked in sub accounts by employee?

12. Account for employee purchases through payroll deductions?

13. Provide for payment by

13.1. Cash?

13.2. Check?

13.3. Direct deposit?

13.4. Multiple paychecks (up to 6 total) for vacation, lessons, final checks, etc.?

14. Print messages on paychecks for everyone, specified departments, specific employees?

15. Print manual checks from a screen template with control over the account and department distributions?

16. Manpower counts weekly of fulltime, part time personnel as well as active personnel with no hours reported?

17. Calculate and pay amounts due to organizations for taxes, benefits and other deductions?

17.1. Print appropriate reports?

17.2. Automatic update with accounts payables?

18. Labor distribution

18.1. Automatic transfer of salary and deduction costs to proper accounts in general ledger?

18.2. Ability to modify assigned cost center online?

18.2.1. Permanently?

18.2.2. Temporarily?

18.3. Ability to split distribution among several departments based on?

18.3.1. User defined formulae?

18.3.2. Time sheet?

18.4. Ability to charge project and cost center simultaneously?

18.5. Email labor usage reports to managers based on user defined table?

19. What standard reports are supplied with system?

19.1. Can users modify their formats easily?

19.2. Can they be viewed online?

20. Report writers that utilize user defined parameters. Functionality should include:




21. Ad hoc query capabilities?



Golf Pro Shop Response

1. Starting Time Management System 1.1. Tee time scheduling

1.1.1. Tee time date (at least two weeks)? 1.1.2. Tee times (unlimited number per day)? 1.1.3. Integrated scheduling between both courses? 1.1.4. Requesting member name? 1.1.5. Requesting member number? 1.1.6. Other member names? 1.1.7. Other member number? 1.1.8. Scheduling algorithm to assign times? 1.1.9. Manual override of assignments? 1.1.10. Display and/or print play sheet? 1.1.11. Interface schedule with web site? 1.1.12. Email tee times to applicable members? 1.1.13. Other email interfaces? Explain 1.1.14. Voice mail interface? Explain. 1.1.15. Serve as basis for entry of actual play?

1.2. Entry of actual play 1.2.1. Member numbers? 1.2.2. Tee date and time? 1.2.3. Course played? 1.2.4. Tournament or special event identification? 1.2.5. Golf cart? 1.2.6. Caddy? 1.2.7. Guest names? 1.2.8. Guest zip codes? 1.2.9. Guest relationship to member?

1.2.9.1.Indicate on screen if guest violates club rules? 1.2.10. Generate reports for rounds played, guests, walkers, riders, etc.

2. Member information displayed on terminal at check in? 3. Generate charges and transfer to member billing system?

3.1. Golf carts? 3.2. Caddy fees? 3.3. Guest green fees? 3.4. Tournament fees? 3.5. Handicap fees? 3.6. Driving range?

4. Display member information on screen 4.1. Member and family names and pictures? 4.2. Member and family numbers? 4.3. Special identifications, such as CWGA, senior, scratch golfer, junior, etc.

5. Tournament Management 5.1. Tournament signup

5.1.1. Identification of tournament? 5.1.2. Date and time of tournament? 5.1.3. Cost?




5.1.4. Maximum number of golfers? 5.1.5. Remaining available slots? 5.1.6. Online registration by member?

5.1.6.1.Member name? 5.1.6.2.Member number? 5.1.6.3.Member handicap? 5.1.6.4.If guests permitted

5.1.6.4.1. Guest name? 5.1.6.4.2. Guest handicap?

5.2. Print/display play sheet? 5.3. Entry of actual play

5.3.1. Member numbers? 5.3.2. Member names? 5.3.3. Guest names?

5.4. Prepare gift certificates for non-club member winners? 5.5. Enter prize money into credit book for club member winners? 5.6. Accumulate costs for tournaments and special events?

6. Gift certificate and credit book reconciliation? 6.1. Needs to be cleared annually and history accessible?

7. Interface with time keeping system? 8. Lessons

8.1. Date and time of lesson? 8.2. Member name? 8.3. Member number? 8.4. Golf pro identification? 8.5. Date and time of lesson? 8.6. Length of lesson? 8.7. Type of lesson? 8.8. Lesson price?

9. Retail Sales 9.1. Open to Buy, On Order, By Vendor, By Season (6-month plan)? 9.2. Sales by classifications to include vendor, size by vendor, stock to sales ratio,

margins and EOM and BOM on hand?

9.3. Inventory reporting (Sales, receipts, markdowns, at cost and retail, turn ratios, minimum sku’s and reconciliation’s?

9.4. Maintain member purchase history 9.4.1. Item purchased? 9.4.2. Size? 9.4.3. Date purchased? 9.4.4. Price? 9.4.5. Other data?

9.5. Report on outside sales and special orders? 9.6. Model stock planning or assortment planning? 9.7. Multiple ticket entry on same day from the shops? 9.8. Bar code readers for POS and inventory counts? 9.9. Employee purchases?




10. Accept cash payments 10.1. Generate appropriate entries to member billing and general ledger systems? 10.2. Reconcile cash at end of day?

11. Interface with purchasing, inventory and accounts payable systems? 12. Golf cart and equipment

12.1. Identification? 12.2. Date purchased? 12.3. Value? 12.4. Maintenance schedule and history? 12.5. Date due for replacement?

13. Golf equipment storage -1500 bags 13.1. Storage locations identification? 13.2. Color-coded status map (vacant, assigned) 13.3. Member using location?

13.3.1. Name? 13.3.2. Number? 13.3.3. Date rental expires?

13.4. Automatically generate charges and transfer to member billing system?

Tennis Pro Shop Response

1. Starting Time Management System 1.1. Court scheduling

1.1.1. Court date (at least two weeks)? 1.1.2. Court times (unlimited number per day)? 1.1.3. Visual display of court availability? 1.1.4. Court utilization by category such as singles, doubles, lesson, etc.? 1.1.5. Requesting member name? 1.1.6. Requesting member number? 1.1.7. Other member names? 1.1.8. Other member numbers? 1.1.9. Display and/or print play sheet? 1.1.10. Interface schedule with web site? 1.1.11. Serve as basis for entry of actual play? 1.1.12. Block out times for tournaments, lessons, etc.?

1.2. Entry of actual play 1.2.1. Member numbers? 1.2.2. Date and time played? 1.2.3. Court used? 1.2.4. Number of guests? 1.2.5. Tournament or special event identification?

2. Generate charges and transfer to member billing system? 3. Display member information on screen

3.1. Member and family names and pictures? 3.2. Member and family numbers?




3.3. Special identifications, such as ALTA, senior, junior, etc. 4. Tournament Management

4.1. Tournament signup 4.1.1. Identification of tournament? 4.1.2. Date and time of tournament? 4.1.3. Cost? 4.1.4. Maximum number of players? 4.1.5. Remaining available slots? 4.1.6. Online registration by member?

4.1.6.1.Member name? 4.1.6.2.Member number? 4.1.6.3.Guest name?

4.2. Print/display play sheet? 4.3. Entry of actual play

4.3.1. Member numbers? 4.3.2. Member names? 4.3.3. Guest names?

4.4. Prepare gift certificates for non-club member winners? 4.5. Enter prize money into credit book for club member winners? 4.6. Accumulate costs for tournaments and special events?

5. Gift certificate and credit book reconciliation? 5.1. Needs to be cleared annually and history accessible?

6. Interface with time keeping system? 7. Lessons

7.1. Date and time of lesson? 7.2. Member name? 7.3. Member number? 7.4. Tennis pro identification? 7.5. Date and time of lesson? 7.6. Length of lesson? 7.7. Type of lesson? 7.8. Lesson price?

8. Retail Sales 8.1. Open to Buy, On Order, By Vendor, By Season (6-month plan)? 8.2. Sales by classifications to include vendor, size by vendor, stock to sales ratio,

margins and EOM and BOM on hand?

8.3. Track sales of each sku by member, date sold, cost and sales price? 8.4. Maintain other member purchase data, such as grip type and size, type of tennis

string, etc.

8.5. Inventory reporting (Sales, receipts, markdowns, at cost and retail, turn ratios, minimum sku’s and reconciliation’s?)

8.6. Change the price of an item at the price extension line? Show original and discounted rice?

8.7. Report on outside sales and special orders? 8.8. Model stock planning or assortment planning? 8.9. Multiple ticket entry on same day from the shops?




8.10. Reopen transactions to make changes until ticket is printed? 8.11. Bar code readers for POS and inventory counts? 8.12. Employee purchases?

9. Accept cash payments 9.1. Generate appropriate entries to member billing and general ledger systems? 9.2. Reconcile cash at end of day?

10. Interface with purchasing, inventory and accounts payable systems?

Fitness Center Response

1. Display member information on screen 1.1. Member and family names and pictures? 1.2. Member and family numbers?

2. Date and time facility used? 3. Generate guest fees and transfer to member billing system 4. Personal trainer/masseur

4.1. Personal trainer/masseur schedule 4.1.1. Personal trainer/masseur identification? 4.1.2. Work schedule? 4.1.3. Appointments

4.1.3.1.Date, time and length? 4.1.3.2.Member or family name? 4.1.3.3.Member or family number?

4.2. Actual activity 4.2.1. Personal trainer/masseur identification? 4.2.2. Work schedule? 4.2.3. Date, time and length? 4.2.4. Member or family name? 4.2.5. Member or family number?

5. POS interface?

Locker Management Response

1. Locker 1.1. Number (alpha-numeric)? 1.2. Location? 1.3. Combination? 1.4. Color-coded status map (vacant, assigned, available for day use, assigned for

day use, unavailable for day use)?

1.5. Locker inventory report, such as available, daily, monthly, yearly, etc.? 2. User

2.1. Member name? 2.2. Member number? 2.3. Share lockers between members? 2.4. Date rental expires?

3. Create guest lockers that clear daily?



Locker Management Response

4. Assign and release guest lockers? 5. Automatic generation of locker charges? 6. Split charges between members? 7. Interface with member billing system? 8. Interface with member database? 9. Enter shoeshine charges through POS system?

Golf Course Maintenance Response

1. Maintain an automated record keeping system of historical maintenance performed? 2. Identify inventory parts on hand; reorder points, and their location utilizing a hand-

held bar code scanner?

3. Maintain complete inventory of all maintenance tools? 4. Provide a daily listing of completed jobs and jobs in progress? 5. Provide listings of parts and tool inventories?

Management Information Response

1. Routine Reports – All reports should be available on a daily, weekly, monthly, year-to date, and on-call basis.

1.1. Food sales, average check and cover report for each location 1.2. Beverage sales and average check report 1.3. Food and beverage item sales count report 1.4. Wine sales report (by label) 1.5. Food cost report 1.6. Beverage (liquor, beer, wine) cost report 1.7. Departmental labor expense and variance report 1.8. Activity reports by location

1.8.1. Golf 1.8.2. Swimming 1.8.3. Fitness

1.9. Banquet sales projection report 1.10. Moment-in-time individual expense line item report (MTD, QTD, YTD)

2. Periodic Reports (Examples - We would expect to be able to do other ad hoc reports as required.)

2.1. Member Zip Code Analysis (home and office) 2.2. Individual Member Usage History - Which outlets were used on which dates by

an individual member during a specified time period.

2.3. Outlet Usage History - List of all members who made a purchase in a specific outlet during a specified time period.

2.4. Member Demographic Report - List all members with children, specific interests, member, spouse, and children ages, and other information.

2.5. Member Frequency Report - List all members who supported an area(s) during a specified time period.

2.6. Non-Usage Report - List of all members who have not used the club during a



Management Information Response

specified time period. 2.7. Member Category Report - Reports broken out by member category (General,

Seniors, Social, etc.) depicting usage history and patterns.



VI. Customer Service and Support Customer Support Services 1. Describe in detail the customer support services provided by your company. 2. Will we be assigned an account representative who will work with us through implementation? 3. Is a hotline telephone service part of your support? • During what hours is this service available? • Is there an additional charge for this service?

4. Do you ever charge extra for telephone support if the reported problem is a customer / user problem and not a software problem?

5. Do you provide an electronic Bulletin Board service or Internet Site with FAQs (Frequently Asked Questions)?

6. Is there a formal User Group for your products? • Describe the relationship between the User Group and your organization: times they meet, etc. • Are there user conferences or training events? Describe:

7. Do you offer consulting services to assist a company in defining, designing and implementing custom enhancements to your system? • Are the consultants your own employees or do you recommend third parties? • How many consultants are available in our area?

8. How often is your software updated? 9. When is the next scheduled update? 10. Describe your company’s policy on modifications, which might be made to your system by a

customer after initial installation. • What impact would such customer modifications have on your system’s warranty? • On future releases?

Customer Education 1. Describe the training / education options available to your customers. 2. Can training be provided on-site or at a location of our choice? 3. Describe any on-line tutorials available with your system. 4. Describe your “Train-the-Trainer” program. 5. Are course materials provided for each training class? 6. Describe the specific training classes available for your system. Include the length of the class,

suggested attendees, a short description of the class content, the languages the classes are provided in, and the cost.

7. Please provide an Education Services Course Catalog as an appendix to your response.



System Installation / Implementation 1. Provide a high-level implementation plan for your proposed solution so that we may estimate the

time requirements in light of our specific plans. Include your proposed approach for phasing off of our current system and onto the new system.

2. Discuss the installation support that you will provide and the costs. 3. Discuss the internal technical and non-technical resources that you believe should be represented on

our project team. 4. How soon can you deliver the system after contract execution? 5. Describe data conversion assistance you can provide during implementation from the current

system? 6. Do you provide sample data with which to conduct system installation verification testing? Describe

the testing process. 7. Describe the tools that are provided with the system to support user customization efforts. 8. Describe your ability and willingness to customize the proposed system. 9. What level of support do you provide for the conversion from our current systems to the new one? System Maintenance Service 1. Is system maintenance included in the license fee for the software? 2. Describe your release schedule for maintenance updates, enhancement updates, tax/legislative

updates. 3. Must customers request update releases or are they sent automatically? 4. Describe how you determine the content of maintenance / enhancement releases. 5. Describe how your customers influence and contribute to the content of the enhancement updates. 6. How many prior releases are supported? 7. Describe the contents of your system maintenance / update releases for the previous twelve months

and the date each was released. 8. Is system maintenance available readily in electronic form? (i.e., download from a bulletin board or

Internet site) Documentation and On-line Help 1. Describe the documentation available for your system. 2. How many copies are provided? 3. Are any additional copies available? 4. At what cost? 5. May we reproduce the documentation for our own internal use? 6. Will you provide system documentation for our review? 7. Is the documentation available on-line? 8. Is the documentation available in electronic form so that we may customize it if needed? 9. Are all applicable documentation updates associated with an enhancement or maintenance release

provided at no additional charge?



VII. Investment Considerations 1. List in detail and summary the costs of obtaining and utilizing the system(s) described in your

proposal. Please include initial costs as well as on-going costs over the next three to five years for each of the following items:

• Application software license fee by module • System software license fee for operating system, database, application development tools, etc. • Report writer license fee • Hardware costs itemized by piece/type of equipment • Training costs • Data conversion costs • Custom modification costs • Other Implementation assistance costs • Miscellaneous other costs • Annual maintenance fees

2. Discuss what is included in the license fee and the cost of adding users. 3. Describe the considerations used in sizing the recommended hardware configuration. 4. Provide a schedule of fees charged for programming, consulting and other services. 5. Describe, in lay terms, the warranty policy accompanying the proposed system. 6. Provide a sample copy of your license agreement.



VIII. References Provide a representative list of current clients and a minimum of three organizations who are using your proposed system and who can be contacted for reference purposes. If possible, provide two references installed in each of the following time frames; six, twelve and twenty four months ago. Include the following information:

Organization:

Where Located:

Contact Person:

Contact’s Title:

Contact’s Phone Number:

Short system description (what installed, when, etc.):

request for information (rfi) for a club management system

Documents